View inventory items

When you view an inventory item's details, you can see any transactions it has been used on recently. You can also view the item's history and any notes or files attached to it. In addition, for tracked items, you can see the quantity on hand and total value.

How do I tell which items are tracked and which are untracked?

If you use a combination of tracked and untracked items, you can easily tell which items are which on your inventory list.

Untracked items have no value in the Quantity column.

Image showing untracked items in list.

Tracked items have a value in the Quantity column. That value may be 0 if you have just added the item, or you have sold out of the item.

Image showing tracked items in inventory list.

View untracked inventory item details

Image showing untracked item view.

To view item details:

  1. Go to Accounts, then Inventory.

  2. Click anywhere on the line for your item.

    Image showing item selected.

  3. View inventory item details from here:

    Purchases - details which appear on purchase orders, spend money transactions and bills.

    Sales - details which appear on sales invoices, quotes and receive money transactions.

    Recent Transactions - recent sales invoices, bills, and spend or receive money transactions using the inventory item. Click on any transaction line to view transaction details.

    History and Notes - a record of when the inventory item was added or edited and who by, and any notes.

    Files - click the file attachment icon  File attachment icon with number 1 indicating 1 file attached.  to view any attached files (indicated by a number).

View tracked inventory item details

You can view the same information as for untracked items, plus extra information for items on hand.

Image showing tracked item view.

To view item details:

  1. Go to Accounts, then Inventory.

  2. Click anywhere on the line for your item.

    Image showing tracked item selected.

  3. In addition to the same inventory item details as untracked items, you can view:

    Quantity on Hand - the number of items on hand using the formula:

    Opening balance + approved purchases - approved sales

    How does Xero calculate quantity on hand?

    Average Cost - the average cost of items on hand using the formula:

    Total approved purchase value / Total number of items purchased

    Total Value - the cost value of items on hand, using the formula:

    Quantity on Hand x Average Cost

    In Committed Quotes - an indication of the number of items in accepted quotes.

    Quantity on Order - an indication of the number of items in approved purchase orders.

    How does Xero calculate quantity on order and in committed quotes?